Reception & Admin Assistant
Role
Overview
This
position is responsible for providing the company’s reception and telephone
duties in a professional and courteous manner and ensure all company
administration is archived accurately and efficiently.
Common
Tasks
- Answer the main
switchboard and route calls to the relevant persons. If required take telephone messages and pass
onto relevant persons
- Organise / schedule
meetings – setting up meeting rooms with adequate refreshments.
- Assist with the
organisation and catering of lunch for meeting that are scheduled
- Greet persons
attending CONSULTUS offices and maintain the office visitor’s book
- Assist the Office
Manager with PA duties for Directors, Associate Directors, Heads of Departments
and Senior Managers
- Distribute post to
the rest of the business
- Sort and frank all
external mail ready for collection each evening
- Ensure that the
reception and meeting room areas are kept presentable
- Ensure that the fire
list is updated daily with visitors and employees in case of emergency
evacuation
- Assist with the
creation of energy compliance service proposals and send to clients
- Provide
administrative support to other teams which can include assisting with: data
entry, filing, creating and sending letter of authorities, sending out repots
to clients
Measurable
KPI’s
- Prompt answering of
the main switch board in a polite manner
- Meeting rooms are well presented and lunch is
provided in a timely manner
- Meeting room bookings dealt with promptly,
within agreed SLAs
- Weekly review of reception procedural and
information documents
- Franking and distribution
of mail within agreed SLAs
- Quality of interface
feedback from external contacts
- Quality of interface
with other CONSULTUS team members
- Application of the
Core Values
- Adherence to the
Company Standards, Policies and Procedures
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